Washington County - BCC 05-0467 CDBG Hall Blvd Sidewalk Improvement AGREEMENT
between
WASHINGTON COUNTY
and
CITY OF TIGARD
This Agreement, entered into this day of 200_, between.Washington
County, a municipality of the State of Oregon (hereinafter referred to as the"County"),
and the City of Tigard, (hereinafter referred to as the "City"):
RECITALS
A. The County is an urban county applicant for Block Grant funds under the Housing
and Community Development Act of 1974 (the Act), 42 USC 301 et seq as
amended, and the National Affordable Housing Act of 1990, and will receive Block
Grant funds for the purpose of carrying out eligible community development and
housing activities under the Acts and under regulations promulgated by the
Department of Housing and Urban Development (HUD) at 24 CFR Part 570;
B. The County and various cities within the County, including`the City, have agreed to
cooperate in the undertaking of essential community development and housing
activities;
C. The County desires to have certain services performed by the City as described
within this Agreement for the purpose of implementing eligible activities under the
Act and HUD regulations;
D. It is appropriate and mutually desirable that the City be designated by the County
to undertake the aforementioned eligible activities, so long as the requirements of
the Act, HUD regulations, state law and local.law are adhered to, as provided for
herein;
E. The purpose of this Agreement is to provide for the cooperation between the
County and the City, as the parties in this Agreement, in implementing such
eligible activities in the manner described above;
F. The parties are authorized and empowered to enter into this Agreement by ORS
190.010 et sea., by the Constitution of the State of Oregon; and
G. Therefore, in consideration of the payments, covenants, and agreements
hereinafter mentioned and to be made and performed by the parties hereto, the
parties mutually covenant and agree as provided for in this Agreement.
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CITY WASHINGTON COUNTY
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Signat e -- m�`(DK Chairman, Boardof County
Commissioners
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Signature �r
j Pe ca�d�n- Recording Secre ry
Date Date
APPROVED WASHINGTON COUNTY
BOARD OF COMMISSIONMW
APPROVED AS TO FORM MINUTE ORDER I ....�.�+?�.........0. ............
DATE .....................
Attorney for the Washington Coun ffice of Community
Development
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INDEX TO CONTRACT AGREEMENT
PART I. GENERAL CONDITIONS
1. Scope of Agreement and Applicability to Terms and Conditions of this
Agreement
2. Scope of Services
3. Commencement and Termination of Projects
4. Administration
5. Operating Budget
6. Compensation and Method of Payment
7. Interest in Property
8. Funding Alternatives and Future Support
9. Amendments
10. Assignment and Subcontracting
11. Hold Harmless and Indemnification
12. Conflict of Interest
13. Default and Suspension
14. Enforcement
15. Appeal
16. Termination
17. Prohibition on the Use of Debarred Contractors
18. Attorney Fees and Costs
19. Extensions
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ti
PART II. FEDERAL, STATE.AND LOCAL PROGRAM REQUIREMENTS
1. Procurement Standards
2. Environmental Review
3. Nondiscrimination
4. Property Management
5. Labor Standards
6. Acquisition and Relocation
7. Architectural Barriers
8. Non participation in Political Activities
9. Nonsubstitution for Local Funding
10. Public Information
11. Applicability of Laws Under This Agreement
12. Certification Regarding Lobbying
13. Certification Regarding Use of Excessive Force
Part III. EVALUATION AND RECORD KEEPING
1. Evaluation
2. Audits and Inspections
3. Records
4. Retention of Records
PART IV. SPECIAL CONDITIONS
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PART V. EXHIBITS
A. Project Description, Scope of Activities and Anticipated
Accomplishments
B. Authorized Signature Card
C. Budget Summary
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PART I. GENERAL CONDITIONS
1: SCOPE OF AGREEMENT AND APPLICABILITY TO TERMS AND CONDITIONS
OF THIS AGREEMENT
A. This.Agreement,shall consist of the signature page, the general and special
conditions; the federal, state and local program requirements; the evaluation
and record keeping requirements; each.and every project exhibit incorporated
in the Agreement; all matters and laws incorporated by referenceherein; and
any written amendments made according to the general conditions. This
Agreement supersedes any and all former agreements applicable to projects
attached as exhibits to this Agreement.
B. Depending upon the specific nature of the project, services or purposes for
which Block Grant funds are being provided pursuant to this Agreement,
certain terms and conditions contained herein may be made inapplicable by
their express citation in Part IV, Special Conditions. Except as so expressly
excluded, all terms and conditions contained herein have full application, force
and effect.
2. SCOPE OF SERVICES
A. The City shall perform and carry out in a satisfactory and proper manner the
services set forth in Exhibit A attached hereto which specifies work to be
performed. The Agreement may be amended from time to time in accordance
with the general conditions for the purpose of amending the scope of work or
for any other lawful purpose.
B. Any conflict or dispute that may arise with regard to any aspect of CDBG
activities for the project shall be resolved by the County's interpretation of the
specifications contained in the original project proposal, the current Program
Policies, and the County's Office of Community Development CDBG
Procedures Manual. Any such determination made by the County shall be
final.
3. COMMENCEMENT AND TERMINATION OF PROJECTS
A. Upon release of project-related funds by HUD pursuant to 24 CFR Part 58.70,
the County shall furnish the City with written notice to`proceed. No work on
the nroiect shall occur prior to the receipt of written notice to proceed from the
County.
B. All project funds shall be obligated and expended within the project year
unless the County and the City agree to an amendment extending project
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activities beyond the Project Year. For the purposes of this Agreement,
"Project Year" shall mean the period from July 1, 2005 through June 30, 2006.
C. Any property acquired or improved in whole or in part with CDBG funds shall
be used to meet one-of the national objectives set forth in 24 CFR 570.208 for
a period of twenty (20)years or until June 30, 2026 unless otherwise modified
in writing by the parties to this contract.
4. ADMINISTRATION
A. The City shall appoint a liaison.person who shall be responsible for overall
administration of Block Grant'funded project(s) and coordination with the
County's Office of Community Development. The name of the liaison person
shall be specified in writing and submitted to the County's Office of
Community Development. The City shall also designate one or more
representatives who shall be authorized by the City to sign the Voucher
Request and any other forms which may be required. The names of these
representatives shall be specified in Exhibit B.
B. This Agreement is subject to and supplemental to the Agreement of
Intergovernmental Cooperation entered into between the County and
participating municipalities.
5. OPERATING BUDGET
A. The City shall expend the funds received from the County under this
Agreement in accordance with the budget summary submitted by the City to,
and approved by, the County. Such budget summary is attached to this
Agreement as Exhibit C.' No line item expense in the approved budget shall
be changed without a budget revision approved by the County's Office of
Community Development. The budget revision shall specifically state the
reasons for the requested increase and a justification for the corresponding
decrease in another line item. Budget revision(s) must be approved by OCD
before any costs are incurred by the City.
B. The difference between the approved budget amount on a budget line item
and a lower or higher bid or quote, in any line item, shall be reported to the
County. Excess funds generated by a lower bid or quote shall be considered
surplus. The City may submit a.budget revision requesting the use of any
such surplus, which shall be approved or denied at the discretion of the OCD.
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C. Matching funds identified in Exhibit C shall mean all funds from non-CDBG
sources, including in-kind contributions of staff and materials, other grant
sources, charitable contributions, volunteer labor;, donated materials and
services, and similar items of value to the project. Matching funds shall be
used for project purposes, and shall be included within the scope of Audits
and Inspections conducted under Part lll, Section 2 of this Agreement.
Increases in matching funds shall be reported to County and the Operating
Budget shall be revised accordingly by the OCD.
D. No later than 90 days from the date the County approves the proposed list of
activities, which includes this project, the City shall submit to the County's
Office of Community Development written evidence thatsubstantiates the
matching funds pledged by the City are available. The availability of pledged
funds means all approvals, guarantees, or third party commitments from
subrecipients or cosponsors, have been received and will enable the City to
officially obligate those matching funds. In the event the City fails to submit
such evidence or the evidence is deemed by the County to be unacceptable,
the County may exercise its termination options under Part I Section 14 of this
agreement.
6. COMPENSATION AND METHOD OF PAYMENT
A. Subject to the availability of funds from HUD, the County shall reimburse the
City for the services specified in Exhibit A. Reimbursement shall be requested by
the City by submitting a Community Development Voucher Request (OCD Form 2)
and a Program Accomplishments reporting form (OCD Form 3);the forms are to be
signed bythe City's authorized representatives in a manner prescribed by the
County.
B. The County will make payment to the'City within two (2)weeks or as soon as
practicable after said invoice is received and approved by the Washington County
Office of Community Development.
7. INTEREST IN PROPERTY
A. Real Property- In accordance with HUD Regulation 24 CFR, 570.503(b)(8),
upon expiration or termination of this agreement the City shall transfer to the
County any CDBG funds on hand at the time of expiration and any accounts
receivable attributable to the use of CDBG funds. Real property under the City's
control that was acquired or improved in whole or in part in excess of$25,000 will
be used to (1) meet its original national objective"for the time period specified in
Part i Section 3.0 of this agreement; or(2) disposed of in a manner that results in
reimbursement to the County in the amount equal to the current fair market value
less any portions attributable to expenditure of non-CDBG funds for acquisition of,
or improvement to, the property.
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B. Personal Property-Any personal property on hand at the time of the
expiration of the project year of this Agreement shall be disposed of in accordance
with 24 CFR 85.32.
C. Program Income
(1) The City shall record the receipt and expenditure of program income as
defined in 24 CFR 570.500(a)of the financial transactions of the project(s)
funded under this.Agreement. Program income shall be reported with
each voucher request and substantially disbursed for the benefit of the
project(s)funded by this Agreement in accordance with the principles of 24
CFR 570.504 (b)(2)(1) and (ii). Program income which is not used to
continue or benefit such project(s) shall revert back to the Block Grant
Fund for reallocation by the County.
(2) The City may retain program income provided it is used in accordance with
regulations in 24 CFR 570.504, and pursuant to adopted local CDBG
program policies. The County shall determine whether income is being
used to continue or benefit a project or projects authorized by this
Agreement.
(3) Program income on hand when the Agreement expires and received after
the Agreement's expiration must be used by the subrecipient to meet its
original national objective for the time period specified`in Part I Section 3.C.
of this Agreement. The County may transfer the program income to the
City, upon its termination of urban county participation provided the City
has become an entitlement grantee and agrees to use the program income
in its own CDBG entitlement program.
D. Appraisals, Promissory Note and Trust Deed
(1) For any real property acquired, constructed or rehabilitated with CDBG
funds, the City shall provide the County with an appraisal of the property.
The appraisal shall be conducted by a certified appraiser whose services
shall be.paid for by the City. The purpose of such an appraisal is to: (a)
conform to any federal real property acquisition requirements, and/or(b)to
establish a baseline figure for the purpose of entering into a promissory
note and trust deed as specified below. The appraisal shall be conducted
within 45 days of,notification to do so by the County.
(2) City shall execute a Promissory Note and Trust Deed for any facility
constructed, acquired or rehabilitated with Community Development Block
Grant funds. The Promissory Note and Trust deed shall be executed at
such time as required by the County.
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(3) City agrees to comply with all agreements, covenants and restrictions
contained in the Promissory Note and Trust Deed, and all applicable
federal, state and local regulations during the terms of the Promissory Note
and Trust Deed.
(4) City agrees to pay all escrow fees including all costs associated with the
recording of Trust Deed or other legal instruments necessary for the County
to protect its interest in the project.
8. FUNDING ALTERNATIVES AND FUTURE SUPPORT
A. The County makes no commitment to future support and assumes no
obligation for future support of the activities contracted for herein, except as
expressly set forth in this Agreement.
B. Should anticipated sources of revenue not become available to the County
for use in the Community Development Program, the County shall
immediately notify the City in writing, and the County will be released from all
contracted liability-for that portion of the Agreement covered by funds not
received by the County.
9. AMENDMENTS
This Agreement shall be modified by the parties only upon written amendment.
10. ASSIGNMENT AND SUBCONTRACTING
A. The City shall not enter into any contracts assigning any interest under this
Agreement without the written approval of.the County. Such consent shall
be requested 15 days prior to the date of any proposed assignment.
B. The County shall assume no liability for acts and omissions of contractors
or subcontractors employed or hired by the City.
11. HOLD HARMLESS AND INDEMNIFICATION
The City agrees to defend, save, hold harmless and indemnify the County, its
commissioners, employees and agents for any and all claims, damages, losses
and expenses, including but not limited,to reasonable attorney's fees, arising out
of or resulting from City's own negligence, performance of or failure to perform
the obligations of this Agreement,and any agreement resulting from this
Agreement.
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12. CONFLICT OF INTEREST
A. Interest of Officers Emaloyees or Agents No officer, employee, or agent
of the County or City who exercises anyfunctions or responsibilities in
connection with the planning and carrying out of the rBlock.Grant Program,
or any other person who exercises any functions or responsibilities in
connection with the'.Program, shalli have any personal financial interest,.
director indirect, in this,Agreement and the County and City shall take
appropriate steps to assure compliance.
B. Interest of Subcontractor and Their Employees -The City agrees that it will
incorporate into every subcontract required to be in writing and made
pursuant to this Agreement the following provision:
The Contractor covenants that no person who presently exercises
any functions or responsibilities in connection with the Block Grant
Program, has any personal financial interest, direct or indirect, in
this Contract. The Contractor further covenants that he:presently
has no interest and shall not acquire any interest, direct or indirect,
which would conflict in any manner or degree with the performance
of his services hereunder. The Contractor further covenants that in
the performance of this Contract no person having any conflicting
interest shall be employed. Any interest on the part of the
Contractor or his employees must be disclosed to the City or the
County.
13. DEFAULT AND SUSPENSION
A. Each of the following events shall constitute a default on the part of the
City:
(1) Material noncompliance with the terms of this Agreement, the
Award, any and all applicable state or federal laws and regulations;
(2) Mismanagement or improper use of Award funds;
(3) Failure to obligate required funds or to provide work or services
expressed bythis Agreement;
(4) Failure to submit.reports,,supplying incomplete,or inaccurate reports
required by Part 111 herein.
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B. Each of the following events shall constitute a default on the part of the
County:
(1) Material'noncompliance with the terms of this Agreement, the
Award, any and all applicable state and federal laws and regulations;
(2) Failure to provide funding for services rendered as required by this
Agreement and law.
14. ENFORCEMENT
A. In the.event the City is found in default under the terms of this Agreement
the County may:
(1) Withhold any or all of any pending or future payments until the
default is cured;
(2) Suspend all or part of this Agreement or Award herein;
(3) Prohibit the City from incurring additional obligations of fun&until
the County notifies the City in writing that the default is cured;
(4) Disallow or deny both the use of funds and matching credit of the
activity or action not in compliance;
(5) Take any and all other legal or equitable remedies available.
B. Any costs attributed to the program which were lawfully incurred prior to
any suspension or termination will be considered properly incurred. Any
costs attributed to the program during or after any suspension or
termination are specifically not allowed without express written consent by
the County.
15. APPEAL
In the event the County takes an action to enforce the terms of this Agreement,
the Award onto enforce compliance with applicable state and federal law, the City
may appeal such action in the manner provided in this section as follows:
(1) The County shall.provide the City with written notice of the default and the
right to cure, if any;
(2)" The City may pursue an informal appeal by contacting the Manager of the
Office of Community Development.
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(3) The City may appeal the informal decision of the Manager by submitting a
written objection of the enforcement action directly to the Community
Development Policy Advisory Board (PAB).
(a) The PAB may consider oral argument, written testimony and any
other such evidence it considers relevant to a determination.
(b) The PAB shall consider all information and reach a determination
based upon the record submitted and prepare a written finding.
(c) The City shall have the opportunity to provide oral testimony if a
hearing is conducted. If a formal hearing is not held the City shall
have the opportunity to submit written objections, arguments and
other material relevant to its position.
(d) The findings of the PAB are final and no further appeal is allowed.
16. TERMINATION
A. This Agreement shall terminate upon any of the following events:
(1) Termination following default as defined previously;
(2) The failure by the County to provide funding for services rendered as
required by this Agreement;
(3) The unavailability of Block Grant funds from either the federal
government or through the County.
B. This Agreement will terminate upon thirty days written notice by the County in
the event funding is no longer available.
C. Upon termination of this Agreement, any unexpended balance of Agreement
funds shall remain with the County. The regulations relating to.
reimbursement of Block Grant funds shall be applicable to the City for
expended funds in accordance with HUD Regulation 24 CFR, 570.503(b)(8)
and Part I, Section 7 herein.
D. The City shall reimburse the County for any and all funds expended in
violation of the terms of this Agreement, state or federal law.
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.17. PROHIBITION ON THE USE OF DEBARRED CONTRACTORS
CDBG funds shall not be used directly or indirectly to employ, award contracts to, or
otherwise engage the services,of, or fund any contractor or subrecipient during any
period of debarment, suspension, or placement in ineligibility status under the
provisions of 24 CFR Part'24. The City shall not make any award at:any tier to any
party which is debarred, suspended or excluded from participation in federal assistance
programs under Executive Order 12549, "Debarment and Suspension."
18. ATTORNEY FEES AND COSTS
This.Agreement shall be governed by the lawn of the State of Oregon and federal law.
Any action or suit commenced in connection with.this Agreement shall be in the Circuit
Court of Washington County. The prevailing party, either in Circuit Court or on appeal,
shall be entitled to reasonable attorney fees and costs and disbursements as awarded
by the Court.
19. EXTENSIONS
If in the determination of the Office of Community Development (OCD) a time extension
is necessary or appropriate, an extension of the term of this Agreement for an .
additional period may be granted to the City by the County's.Office of Community
Development provided the City requests such an extension, in writing, at least two (2)
weeks prior to the last expiration date contained in this Agreement. Additional
extension(s) may be granted by the OCD Program Manager in case of extenuating
circumstances.
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PART II. FEDERAL STATE AND LOCAL PROGRAM REQUIREMENTS
I. PROCUREMENT STANDARDS
A. In awarding,contracts pursuant to this Agreement, the City shall comply with
all applicable requirements of local and state law for awarding contracts,
including but not limited to procedures for competitive bidding, contractor's
bonds, and retained percentages. In addition, the City shall comply with the
requirements of 1he 24 CFRPart85.36 relating to bonding, insurance and
procurement standards; and with Executive Order 11246 and the regulations
issued pursuant thereto (41 CFR Chapter 60) regarding nondiscrimination
bid conditions for projects over$25,000.
B. The City agrees to submit copies of all contracts, agreements, plans,
specifications and change orders related to the project to the County's Office
of Community Development in a timely manner. No plan specification or
change order shall be used or implemented if it increases the total project
cost without approval from the Office of Community Development.
C. The City shall make available to each contractor bidding on any activity
under this Agreement a listing of minority business enterprises (MBEs).
2. ENVIRONMENTAL REVIEW
A. The County retains environmental review responsibility for purposes of
fulfilling requirements of the National Environmental Policy Act as
implemented by HUD'Environmental Review Procedures (24 CFR Part 58).
The County shall require the City to furnish data, information ands assistance
for the County's review and assessment in fulfillment of the County's
responsibilities under 24 CFR, Part 58.
B. The City shall not proceed with the acquisition of real property or any
construction activities under this Agreement until satisfaction of all applicable
requirements of the National Environmental Policy Act.
C. Other Environmental Compliance Requirements:
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(1) Historic Preservation. The City shall meet the historic preservation
requirements of the National Historic Preservation Act of 1966
(Public Law 89-665) and the Archeological and Historic
Preservation Act of 1974 (Public Law 93-291) and Executive Order
11593, including the procedures,prescribed by th&Advisory Council
on Historic Preservation in the regulations-at 36 CFR Part 800.
Activities affecting:property listed in or found to be eligible for
inclusion in the National Register of Historic Places will be subject
to requirements set forth in,HUD Environmental Review
Procedures at 24 CFR Part 58.
(2) National Flood Insurance. The City shall not receive Community
Development Block Grant funding for acquisition or construction for
use in any area that has been identified as having special flood
hazards and is not participating in the National Flood Insurance
Program, as provided by Section 3(a) and 202 (a)of the Flood
Disaster Protection Act of 1973 (42 USC 400(a) and 4106) and the
regulations thereunder(44 CFR Chapter 1, Subchapter B, and 24
CFR, Section 570.605.
(3) Air and Water Pollution. The City shall comply with the provisions of
the Clean Air Act, as amended(42 USC Section [1857] 7401 et sea.)
and the regulations issued thereunder (40 CFR Part 15) and the
Water Pollution Act, 33 U.S.C. 1251 et. seq.
(4) Lead-Based Paint Poisoning. Pursuant to 24 CFR, 570.60.8 the City
shall comply with the HUD Lead-Based Paint.Regulations (24 CFR Part
35) issued pursuant to the Lead-Based Paint Poisoning Prevention,Act,
as amended, (42 USC Section 4851 et seg.) requiring,prohibition of
the use of lead-based paint whenever funds under this Agreement are
used directly or indirectly for acquisition, construction, rehabilitation, or
modernization; elimination of immediate lead-based paint hazards in
residential structures; and notification of the hazards in residential
structures; and notification of the hazards of lead-based paint poisoning
to purchasers and tenants of residential structures constructed prior to
1978.
(5) Endangered Species Act. The City shall comply.with the provisions of
the Endangered Species Act of 1973, as amended (16 USC Section
1531 et seq.), particularly Section 7 of the regulations thereunder(50
CFR Part 402).
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3. NONDISCRIMINATION
A. General. The City shall comply with all federal, state and local laws prohibiting
discrimination on the basis of age, sex,familial status, race, creed, color, national
origin, or disability,. These requirements are specified in Section 109 of the Housing
and Community Development Act of 1974"as amended";Civil Rights Act.of 1964,
Title VI,(42 USC 2000d et seq.); Civil Rights,Act of 1968, Title Vlll (42 USC 3601 et
seq.); Executive Order 11063, as amended by Executive Order 12259;Executive.
Order 11246 and the regulationsissued pursuant thereto (41 CFR Chapter 60);
Section 3 of the Housing and Urban Development Act of 1968 (12 USC 1701 u);
and Section 504 of the Rehabilitation Act of 1973, (29 USC 794); Americans With
Disabilities Act (ADA) (42 USC 12101'); and the Age Discrimination Act of 1975 (42
USC 6101 et seq.). Specifically, the City is prohibited from taking any
discriminatory actions defined in the HUD regulations at 24 CFR 570.602 and 24
CFR Part 6 and shall take such affirmative and corrective actions as required by the
regulations at 24 CFR Part 6. These requirements are summarized in the following
paragraphs:
(1) Program Benefit. The City shall not discriminate against any resident of the
project service area by denying benefit from or participation in any Block
Grant funded activity on the basis of race, color, sex, national origin,
disability, age, and familial status. (Civil Rights Act of 1964, Title VI; Civil
Rights Act of 1968, Title Vlll; Section 109, Housing and Community
Development Act of 1974; Age Discrimination Act 1975;Americans With
Disabilities Act (ADA) (42 USC 12101); Section 504, Rehabilitation Act of
1973.)
(2) Fair Housing. The City shall take necessary and appropriate actions to
prevent discrimination in federally assisted housing and lending practices
related to loans.insured or guaranteed by the Federal Government..(Civil
Rights Act of 1968, Title VIII, as amended; Executive Order 11063, as
amended by Executive Order 12259.)
(3) Employment.
(a) In all solicitations under this Agreement the City shall state that all
qualified applicants will be considered for employment. The words,
"Equal Opportunity Employer' in all advertisements shall constitute
compliance with this Section.
(b) The City shall not discriminate against-any employee or applicant for
employment in connection with the Agreement because of age, sex,
familial status, disability,,race, creed, color or national origin, except
when there is a bona fide occupational limitation. The City shall not
refuse to hire, employ or promote, or bar, discharge, dismiss, reduce
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in compensation, suspend, demote, or discriminate in work activities,
terms or conditions because an individual has a physical or mental
disability in any employment in connection with this Agreement unless
it can be shown that.the:particular disability prevents the performance
of the work Involved. Such action shall'include, but not be limited to
the following: Employment, upgrading, demotion or transfer,
recruitment or recruitment advertising, layoff or termination, rates of
pay or other forms of compensation, and selection for training.
(Executive Order 11246 as amended; and Section 504 of the
Rehabilitation Act of 1973; Americans With Disabilities Act (ADA) (42
USC 12101); and the Age Discrimination Act of 1975.)
(c) This Agreement is subject to the requirements of Section 3 of the
Housing and Urban Development Act of 1968 (12 USC 1701u), as
amended, the HUD regulations issued pursuant thereto at 24 CFR
Part 135, and any applicable rules and orders of HUD issued
thereunder prior to the HUD authorization of the funding approval.
(4) Persons With Disabilities. As required by 24 CFR, Part 8.51 the City shall
conduct a self-evaluation and take corrective action to ensure reasonable
accommodation in programs and services to persons with disabilities. The
City shall provide County with a completed self- evaluation checklist, in the
form set forth in County's CDBG Procedures Manual.
(5) Contractors and Suppliers
(a) No contractor, subcontractor, union or vendor engaged in any activity
under this Agreement shall discriminate in the sale of materials,
equipment or labor on the basis of age, sex, familial status, race,
creed, color, or national origin. No contractor, subcontractor, union or
vendor engaged in any activity under this Agreement shall refuse to
hire, employ or promote, or bar, discharge, dismiss, reduce in
compensation, suspend, demote or discriminate in work activities,
terms or conditions because an individual has a physical or mental
disability in any employment in connection with this Agreement unless
it can be shown that the particular disability prevents the performance
of the work involved. Such practices include upgrading, demotion,
recruiting, transfer, layoff, termination, pay rate, and advertisement for
employment. (Executive Order 11246 as amended; and Section 504
of the Rehabilitation Act of 1973; and the Age Discrimination Act of
1975.)
(b) To the greatest extent feasible, the City shall purchase supplies and
servicesfor activities under this Agreement from vendors and
contractors whose businesses are located in the area,served by the
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Block Grant funded activities or owned in substantial part by project
area residents. (Section 3, Housing and Community Development Act
of 19.68, as amended.)
B. In the event of noncompliance by the City with any nondiscrimination provisions of
this Agreement, the County,shall have the right in whole or in part to cancel this
Agreement'in accordance with Part I, Section,14.
4. PROPERTY MANAGEMENT
The City, as a subgrantee, agrees that any property, equipment, or supplies purchased
wholly or in part with program funds shall be managed under the same guidelines
applicable to the County, pursuant to 24 CFR Part 85.
5. LABOR STANDARDS
A. The City shall require that project construction and subcontractors pay their
laborers and mechanics at wage rates in accordance with the Davis-Bacon Act, as
amended (40 USC sections 276(a)-276(a)(5), and that they comply with the
Copeland "Anti-Kickback"Act, as amended (40 U.S:C. 276.(c) and the Contract
Work Hours and Safety Standards Act(40 U.S.C..327 et seq.) as further prescribed
at 29 CFR Parts 1, 3, 5, 6 and 7; provided that this section shall not apply to
rehabilitation of residential property designed for residential use by less than eight
units, or to rehabilitation of rental property consisting of less than twelve units.
B. A copy of the current Davis-Bacon wages must be included in all construction bid
specifications and/or contracts over$2,000.
6. ACQUISITION AND RELOCATION
A. Any acquisition of real property by a unit of government for any activity assisted
under this Agreement shall comply with the Federal Uniform Relocation Assistance
and Real Property Acquisition Policies Act of 1970 amended as Title IV of the
Surface Transportation and Uniform Relocation Assistance Act of 1987 (hereinafter
referred to as the Uniform Relocation Act) (42 USC 4601 et seq.) and the
Regulations at 24 CFR Part 42 as amended effective April 2, 1987.
B. Any displacement of persons, business, nonprofit organizations or farms as a result
of acquisition of real property assisted under this Agreement shall comply with Title
11 of the Uniform Act and the regulations at 24 CFR Part 42. The City shall comply
with the regulations pertaining to costs of,relocation at 24 CFR Section 570.606 and
the Washington County CDBG Program Policies.
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:7. ARCHITECTURAL BARRIERS
Any facility constructed or altered pursuant to this Agreement shall comply with design
requirements of the Uniform Federal Accessibility Standards (UFAS).
8. NONPARTICIPATION IN POLITICAL ACTIVITIES
The City shall comply with the provisions of the Hatch.Act (5 USC Chapter 15).
9. NONSUBSTITUTION FOR LOCAL FUNDING
The Block Grant funding made available under this Agreement shall not be utilized by the
City to reduce substantially the amount of local financial support for community
development activities below the level of such support prior to the availability of funds
under this Agreement.
10. PUBLIC INFORMATION.
All written materials (reports, brochures, promotional or informational items), news
releases, and other public notices produced by or for the City shall acknowledge the
source of funding as.being derived from the Department of Housing and Urban
Development and provided through the Washington County Community Development
Block Grant Program.
11. APPLICABILITY OF LAWS UNDER THIS AGREEMENT
To the extent applicable to the City's acceptance and use of funds under this Agreement,'
the City shall comply with the policies, guidelines and Uniform Administrative
Requirements of OMB Circulars A-87, A-133, and 24 CFR, Part 85 (implemented at 24
CFR, Part 570.502).
12. CERTIFICATION REGARDING LOBBYING
The City certifies, by affixing its authorized signature(s)to this agreement that, to the best
of the City's knowledge and belief:
A. No Federal appropriated funds have been paid or will be paid, by or on behalf of
the City, to any person for influencing or attempting to influence an officer or
employee of any agency, a Member of Congress, an officer or employee of
Congress, or an employee of a Member of Congress in connection with the
entering into this cooperative agreement, and the extension, continuation,
renewal,,amendment, or modification of this cooperative agreement.
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B. If any funds other than Federally appropriated funds have been paid or will be
paid to any person for influencing or attempting to influence an officer or employee
of any agency, a Member of Congress, an officer or employee of Congress,.or an
employee of a Member of Congress in connection with this cooperative
agreement, the undersigned shall complete and submit Standard Form-LLL,
"Disclosure Form to Report Lobbying," in accordance with its instructions.
(Available through the Office of Community Development.)
C. The City shall require that the language of this certification be included in the
award documents for all subawards at all tiers.(including;subcontracts, subgrants,
and contracts under grants, loans, and cooperative agreements) and that all
subrecipients shall certify and disclose accordingly.
13. CERTIFICATION REGARDING USE OF EXCESSIVE FORCE
The City in accordance with Section 519 of Public Law 101-144, 199.0 HUD
Appropriations Act, certifies by affixing its authorized signature(s)to this agreement that
the City will not use excessive force by law enforcement agencies within its jurisdiction
against any individuals engaged in nonviolent civil rights demonstrations.
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:PART III. EVALUATION AND RECORD KEEPING%
1.. EVALUATION
The City agrees to participate with the County in any evaluation project or
Performance report, as designed by the County or the appropriate federal agency,
and to make.available all information required by any such evaluation process.
2. AUDITS AND INSPECTIONS
A. The records and documents with respect to all matters covered by this
Agreement shall be subject at all times to inspection, review or audit by the
County, federal or state officials so authorized by law during the performance of
this Agreement and during the period of records retention specified in this Part III
at paragraph 4.
B. The City shall be responsible for meeting the audit requirements established
in the U.S. Office of Management and Budget Circular A-133: Upon request of
the County's Office of Community Development, the City shall be required to
provide audit information relative to any project or activity funded under the terms
of this Agreement.
3. RECORDS
In the event the City sponsors multiple projects, each project shall be maintained
under a separate file system and kept in a manner recommended by the County.
As required by HUD regulations, the City shall compile and maintain records as
indicated:
A. Financial Management- Such records shall identify adequately:the source and
application of funds for activities within this Agreement in accordance with the
provisions of 24 CFR Part 85.20. These records shall contain information
pertaining to grant awards and authorizations, obligations, unobligated balances,
assets, liabilities, outlays, and income.
B. Citizen Participation Narrative and other documentation describing the
process used to inform citizens concerning the amount of funds available, the
ranges of project activities undertaken, and opportunities to participate in funded
Block Grant projects.
Ccfnr 4-2004
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C. Relocation - City recordkeeping must comply with the Uniform Act
implementing regulations at 24 CFR Part 42. Indication of the overall status of the
relocation workload and separate relocation record for each person, business,
organization, and farm operation displaced or in the relocation workload must be
kept.
D. Real Property Acquisition 71f the City acquires real property by exercising its
power of eminent domain, City acquisition files must contain the,following records:
(1) Identification of property and property owners.
(2) Official Determination to Acquire-A citation of the action that constitutes
the official determination to acquire, the date of the action, and the
applicable CDBG project number.
(3) Notice of Intent to Acquire the Property-A copy of the notice (including
owner's rights), citation of the date of transmittal to owner, and evidence of
receipt by the owner. If tenants are involved, then a general notice must
also be issued to all affected tenants.
(4) Preliminary Acquisition Notice -A citation of the date of transmittal to the
owner and evidence of receipt by owner.
(5) Invitation to Accompany Appraiser- Evidence that owner was invited to
accompany each appraiser on his inspection of the property.
(6) Appraisal Reports -A copy of each appraisal report, including reviewer's
report, on which determination of just compensation was based..
(7) Determination of Just Compensation -A copy of the resolution, certification,
motion or other document constituting the determination of just
compensation.
(8) Purchase Offer-A copy of written purchase offer of just compensation,
including all basic,terms and conditions of such offer, and a citation of the
date of delivery to the owner. This date is the initiation of negotiations and
triggers the relocation requirement of making a "Notice of Displacement".
(9) Statement of the Basis for the Determination of Just Compensation - A
copy of the statement and an indication that it was delivered to the owner
with written purchase offer..
Ccfnr 4-2004
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(10) Purchase Agreement, copy of recorded Deed, Declaration of Taking, Title
Report, Title exceptions -A copy of each such document and any similar or
related document utilized in conveyance.
(11) Settlement Cost Reporting Statement- A signed copy of the statement.
(12) Purchase of Price Receipt- Evidence of owner receipt of purchase price
payment.
(13) Copy of.any appeal or complaint and City response.
E. Equal Opportunity- The City will maintain racial, ethnic, and gender data showing
the extent to which these categories of persons have participated in, or benefitted
from, the activities carried out under this Agreement. The City shall also maintain
data which records its affirmative action in equal opportunity employment, and its
good faith efforts to identify, train, and/or hire lower-income residents of the
project area and to utilize business concerns which are located in or owned in
substantial part by persons residing in the area of the project.
F. Labor Standards- Records shall be maintained regarding compliance of all
contractors performing construction work under this Agreement with the labor
standards made applicable by 24 CFR Part 570.605.
G. Miscellaneous Records - The City shall maintain such other records as may be
required by the County and/or HUD.
4. RETENTION OF RECORDS
As required in 24 CFR 85.42, required records shall be retained for a period of four (4)
years following the date of the submission of the final grantee performance report in
which the activity is covered, except as follows:
A. Records that are the subject of audit .findings shall be retained for four (4) years or
until such audit findings have been resolved, whichever is later.
B. Records for Real Property and Equipment shall be retained for four (4) years after
its final disposition. The retention period starts from the date of disposition,
replacement, or transfer at the direction of the County.. Equipment is defined in 24
CFR Part 85.32 and real property is defined in 24 CFR`Part 570.505.
C. Records for any displaced person shall be retained for four (4) years after such
person has received final payment.
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PART IV. SPECIAL CONDITIONS
1. The City shall execute this agreement no later than 30 days following the date of
the County's letter of transmittal.
2. Fifteen days prior to soliciting bids the City shall make available to the County's
Office of Community Development, in writing, a schedule,of proposed activities to
include at least: the date of bid`solicitation;date of bid opening or final date of
phone solicitations,,as applicable;anticipated award date; and date of anticipated
construction. In addition, the City will provide a construction cost estimate.
3. In accordance with Part I, Paragraph 1.B., the following covenants are deemed not
applicable and are expressly deleted:
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PART V. EXHIBITS
A. Project Description, Scope of.Activities and Anticipated
Accomplishments
B. Authorized Signature"Card
C. Budget Summary
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PROJECT DESCRIPTION, SCOPE OF ACTIVITIES
AND ANTICIPATED ACCOMPLISHMENTS
I. Project Number and Title:
CDBG Project#7132, City of Tigard, Hall Blvd. Sidewalk Improvements, Phase II
II. Description of: Project, Activities, Anticipated Accomplishments, Low and
Moderate or Other Target Group Beneficiaries.
A. Nature and Purpose of the Project:
The City of Tigard will construct 3,835 square feet of 5-foot wide sidewalks
and 900 lineal feet of curb along the west side of Hall Boulevard between
Pfaflle and Spruce Streets. This project is considered Phase 11 of a 2003
project that constructed sidewalks from Highway 99 up to the Village at
Washington Square apartments. The sidewalks will continue north on Hall
Blvd. to Spruce Street. CDBG funds will be used for a portion of the
construction costs for the sidewalk improvements; City of'Tigard will provide
matching funds in the amount of$57,408 for a total project budget of
$1;94,133.
B. Proposed Location or Impact Area(s):
City of Tigard on the west side of Hall Boulevard at SW 11159 progressing
northward to Spruce Street. Census Tract: 309.00 BG 1.
C. Duration/Timing of the Project:
July 1, 2005 - June 30, 2006
D. Number of Low and Moderate Income or Target Group Beneficiaries:
2,740 low to moderate beneficiaries will'be served.
EXHIBIT A
E. Component Activities(CDBG vs. Others)
CDBG'= $136,725 City=$5.7,408
F. Quantitative Projections for CDBG'Component Activities (in units, linear
feet,square feet, etc.)for all acquisitions, construction, reconstruction,
rehabilitation, etc.:
CDBG funds will be used to pay for a portion of the sidewalk construction
costs on Hall Blvd. including:
Sidewalks: 3,835 square feet
Curbs: 900 lineal feet
Retaining Wall: 400 blocks
Wheelchair Ramp: 1 ramp
Driveway Apron: 1,570 square feet
S1ccn•7132 Toud Hall scope EM kW
Project No. 7132
Project Year(funded) 2005
AUTHORIZATION SIGNATURE.CARD
Project Name HALL BOULEVARD SIDEWALKS II
Applicant's Name CITY OF TIGARD
Address 13125 SW HALL BLVD.
City, State, Zip TIGARD, OR 97223
Telephone Number _503-718-2444
SIGNATURE OF INDIVIDUALS AUTHORIZED TO SIGN.FINANCIAL DOCUMENTS:
Any TWO signatures required to sign any financial document'
NAME (Type or Print) SIGNATURE
A stin P. , �.
6lgu Duenas, P.E.
Vannie Nguyen, P.E.
IF
Michael Mills
Tom Imdieke
Roger Dawes
certify that the signatures above are of the individuals authorized to execute
financial documents.
Dated Signat of Authorized Official
Interim City Manager
Title of Authorized Official
j;cdfoffWautsigcd.doc
EXHIBIT B
Project Number:
Project Year(funded):
Budget Summary (2 page form -see Excel tabs)
Community Development Block Grant
Project Title: Hall Blvd. Sidewalk Improvements II
Legal Name of Entity: City of Tigard
Address: 13125 SW Hall City: Tigard State: OR Zip: 97223
I. BUDGET LINE ITEMS
A. Personnel Services
4.Portion
1.No. of Employees 2.Job Title 3.Total Salary Chargeable to CDBG
1 Planner 21000 -0-
1 Engineer 20,008 -0-
1 Inspector 59000 -0-
5. Subtotal -$279000 - $0 -
6. Extra Help/Overtime
7. Fringe Benefits
8.TOTAL PERSONNEL COSTS $279008 - $0 -
Portion Chargeable
Matoriais;a_d Sorv�ces. . to CDBG
B. Materials and Supplies
9. Office Supplies 100 -0-
10. Operating Supplies
11. Communications
12. Travel and Training
13. Legal&Public Notices 300 -0-
14. Professional Services
15. Construction Contracts 1669725 1369725
16. Other:Specify
17.TOTAL MATERIALS AND SERVICES _$167,125 - $ 1369725 -
Exhibit C
Page 1 of 2
Portion Chargeable to
C.CAPITAL OUTLAY Total Capital Outlay CDBG
18. Capital Outlay Quantity Item -0- -0-19. Real Property Acquistion =0- -0-
20.TOTAL CAPITAL OUTLAY $ - $ -
21.Total Project Cost 22.Total CDBG Award
11.SOURCES OF PROJECT FUNDING
1. Federal
2.State
3.Local Cash 309400
4.County
5. In-Kind Service and Supply 27,008
6.Other detail
7. Subtotal $ -
8.Community Development Block Grant 136, 725
9.TOTAL PROJECT COST $ 194,133 -
III.AUTHORIZATION
G -�' P• Q
Date Aut o ized Signature for Project
IVA/
Date Authorized Signaturepr PUbject
COUNTY USE ONLY
Reviewed and approved by Washington County Office of Community Development on
l . 24Q5bC1'1=
Signatu e
Page 2 of 2
WASHINGTON COUNTY
OREGON
November 7, 2005
Duane Roberts
City of Tigard
13125 SW Hall
Tigard, OR 97223
Subject: CDBG Project: #7132, Hall Blvd. Sidewalk Improvements, Ph II
Dear Duane:
Enclosed is the executed agreement for the above referenced project.
The environmental review has been completed, and you may proceed to incur
costs as of July 1, 2005, which is the start date for this project. You should be
aware that we would not be able to reimburse you for costs incurred prior to that
date.
The voucher request forms for reimbursement and beneficiary reporting
can now be found.on our web site at www.co.washington.or.us/cdbq (Click on
CDBG Program, then click on Financial Forms).
We look forward to working with you. Karen Jones Whittle has been
assigned this project, and she can be reached at (503) 846-2060 should you
have any questions.
Sincerely,
Z&
PCeggyy W. ien, Progr�Manage
Office of.Community Development
Enclosure
Office of Community Development
328 West Main Street, Suite 100; MS 7, Hillsboro, OR 97123-3967
.phone:(503)'846-8814 • fax: (503) 846-2882